6 th Meeting of the 16 th Baie Verte Town Council Date: November 23, 2017 th, 2017

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1 The 6 th Meeting of the 16 th Baie Verte Town Council held November 23, 2017 was called to order at 7:07 pm by Mayor Brandon Philpott. Present: Mayor Brandon Philpott Deputy Mayor Scott Furey Clr. Ryan White Clr. Chris Howell Clr. Shawn Russell Staff: B. Peach Clr. Rex Bowers C. Caines Clr. Jessica Peckham D. Giles 1. Moved by DM Furey, seconded by Clr. White that the agenda of the 6 th Meeting of the 16 th Town Council be adopted as presented. In Favor: Philpott, Furey, White, Russell, Peckham, Bowers, Howell 2. Moved by Clr. Bowers, seconded by Clr Howell that the minutes of the 5 th Meeting of the 16 th Town Council held November 8, 2017 be adopted as presented. Adoption or Amendments Business Arising from Minutes Delegations or Visitors There were no adoptions or amendments put forth. There was no business arising from the minutes. There were no delegations or visitors. Correspondence 1. Fire Department Re: Budget Meeting 3. Moved by Clr. Furey, seconded by Clr. White, to review dates to find a consensus for the time of the meeting, tentatively for the 7 of December. December 5th, the regular meeting is not recommended due to a conflicting event that will reduce attendance. 2. Baie Verte Ministerial Association Re: Donation Request 4. Moved by DM Furey, seconded by Clr. Russell to donate $50 for this year, with a review pending for Policy/framework needs to be drafted and returned to council for implementation in the new year. 3. Resident Re: Street Parked Vehicle Town of Baie Verte Council Minutes Page 1 of 6

2 5. Moved by. Clr. White, seconded by Clr. Peckham to have the CAO review and update the current snow clearing policy to insure it reflects today's requirements and covers all related aspects, towing at owner's expense, and RCMP input. Town to issue a letter both acknowledging and thanking the concern citizen. 4. Dorset Snowmobile Association Re: Sponsorship Request This issue was tabled until the next meeting to allow research into why the previous donation did not receive a plaque. CAO to draft a letter to the Representative requesting update and return info. 5. Municipal Assessment Agency Re: 2018 Assessment Fees 6. Resident Re: Barn Hill Road 6. Moved by DM Furey, seconded by Clr White that meeting be declared privileged at 7:30 p.m. 7. Moved bydm Furey, seconded by Clr White that meeting be declared regular at 7:45 p.m. Respond via letter to concern citizen that this is a priority and all efforts will be made to draw this issue to conclusion. 7. Kinsmen Club of Baie Verte Re: Santa Clause Parade The parade will be concluding at the stadium, and there are indicators that there may be a hockey tournament. This is to be verified and clarified if it is the case. It is suggested that a reminder be posted as to correct procedures to book the stadium for town activities. 8. Town of Burlington Re: Regional Recreation Facilities It was suggested that the CAO during his presentations to the differing councils demonstrate the differing models of cost sharing, via population, or via budget. The latter may be preferable to those with limited budgets. Cost breakdown based again benefits may encourage more buy-in. CAO Report Finance and Policy Council Visits 8. Moved by Howell, seconded by DM Furey to arrange for the Mayor and CAO to visit the councils of the surrounding communities. Town of Baie Verte Council Minutes Page 2 of 6

3 Travel Rates 9. Moved by Clr. White, seconded by Clr. Peckham to adjust the Town travel rates to those issued to employees of the Government of Newfoundland and Labrador. Mileage Basic Rate: Currently $0.3619/km for Oct to Dec 2017 Updated at Meal Rates: Currently $8.00 Breakfast, $14.00 Lunch, $21.70 Supper Updated at Private Accommodations: $25/night 10. Moved by Clr. White, seconded by Clr. Peckham to approve the Municipalities Newfoundland and Labrador Conference travel claims for the CAO and the Deputy Mayor and the Central Adventure claim for the Mayor as per the adjusted travel rates. Auditor Request for Proposals 11. Moved by Clr. White, seconded by Clr. Howell to issue a request for proposals for auditing services. Teambuilding Budget 12. Moved by Clr. White, seconded by Clr. Bowers to reduce the 2017 Administrative Salaries budget by $1,750 and create a 2017 employee teambuilding budget of $1,750. It was suggested that the administration attempt to limit the number of budgets where possible. CAO Report Recreation and Community Services Discussed implementation of a system to collect additional financial support for the Tommy Ricketts Arena. Deferred to Recreation and Community Services Committee to develop further. CAO Report Planning and Development No motions to present for consideration. CAO Report Public Works Municipal Capital Works Baie Verte 13: Moved by Clr. Howell, seconded by Clr. Russell to submit the following prioritized list of Municipal Capital Works projects to the Department of Municipal Affairs and Environment for the Town of Baie Verte. 1. $795,000 Wastewater Treatment at Newtown Site (90/10) 2. $749, Community Emergency Room Baie Verte High Gymnasium (60/40) 3. $970, (+10% Contingency) Rattling Brook Terrace Water Lines (90/10; 50/50 asphalt) 4. $822, Sewer Condition Assessment and Lift Station Rehabilitation (90/10) 5. $772, Water Leak Detection and Priority Replacement Study (90/10) Town of Baie Verte Council Minutes Page 3 of 6

4 Municipal Capital Works Regional 14. Moved by DM Furey, seconded by Clr. Howell to submit the following regional Municipal Capital Works project to the Department of Municipal Affairs and Environment if the Town is able to partner with any nearby communities: 1. $1,414, Regional Curling Lane for Tommy Ricketts Arena (70/30) Garbage Truck Tender 15. Moved by DM Furey, seconded by Clr. Howell to cancel the current tender for a 2010 or newer garbage truck and reissue for a 2009 or newer garbage truck. Other specifications still to be chosen by the CAO. Municipal Capital Works Regional Committee Reports Finance and Policy Recreation and Community Services Planning and Development Clr. White and Clr. Howell Clr. Howell and Clr. Peckham Clr. Russell and Clr. White Municipal Affairs - Land 16. Moved by Clr. Russell, seconded by Clr. White to request that the Minister of Municipal Affairs and Environment convey the lands owned by the Department of Municipal Affairs and Environment within the Town Municipal Boundary to the Town of Baie Verte. Public Works D.M. Furey and Clr. Bowers Accounts Payable Council wanted a more concrete breakdown of the NL Power billing. 17. Moved by Clr. White, seconded by DM Furey that accounts payable in the amount of $128, be received and paid. Western Petroleum MTE $71.01 Eastlink P/R $ Bell Aliant FIRE, MTE, P/R $ Town of Baie Verte Council Minutes Page 4 of 6

5 NL Power P/P, MTE, FIRE, P/R $12, David Acreman MTE $ Saltwire TP/PR $88.55 Lewis Bixby MTE $ Sealand (Receiver General) MTE $2, Sameday P/R $49.29 Parts for Trucks MTE $3, Recreation NL P/R $75.00 MICMAC FIRE FIRE $ McLoughlan Supplies P/R $87.03 BV Peninsula Wholesalers MTE, P/R $ Aquaduct P/R $29.85 Guy J. Bailey LTD DUMP, P/R $8, Nortrax MTE $ Ruth Burton TP/PR $40.00 Ford Enterprises INC. TP/PR $57.50 Dollar Store MISC OFF $16.10 Pitney Bowes POSTAGE $1, Evergreen DP RD REPAIRS $92, Noble s Timbermart P/R $ Shoppers Drug Mart OFF $70.13 Dollar Store OFF $47.73 Brenntag PURF. $2, Brian Peach ADMIN TRAINING $ Scott Furey CLR. REMUN. TRAINING $ Brandon Philpott CLR. REMUN. TRAINING $68.04 C & C Variety MTE $17.08 Charlene Caines OFF $ Traction MTE $ TOTAL $128, Finance Committee would like to be more involved in the review of accounts See Attached: By-laws & Regulations Unfinished Business No By-laws or Regulations to present No Unfinished Business New Business There have been reports of a lack of cleanliness in the stadium. This is to be investigated, photographed and if problematic, addressed. Occupancy permits should not be issued without the direct intervention of Service NL. Where this has occurred organizations will be contacted and situation will be rectified. Reissuing the reminder of process is suggested. Issues with heating in the ceiling of the firehall. It is advisable to review current status with a view to installing further ventilation/circulation capacity. Smoke detectors equally need to be revisited. Town of Baie Verte Council Minutes Page 5 of 6

6 It is the council's opinion that the crosswalk in front of the high school should be revisited with MHA during his visit of Dec. 14, Moved by Clr. Howell, seconded by DM Furey to extend by 15 minutes: There are a series of issues surrounding the loaders. Mayor Brandon Philpott will look at examples in Deer Lake in the near future. Dean indicated that one would equally be advantageous for the dump. Loader tender is being drafted. Brush cutting is ongoing, it was suggested that the activity be more targeted. It should address not only road and trails but equally areas around the mining museum. DM Furey has pictures of area that may need to be prioritized. Town Representative will investigate. Community healthy living fund, is the next big funding challenge. Remarks Clr. Peckham - Nice to see full council. Shows great commitment. Clr. White - Pleased to be hearing from the town's residents and appreciated the feedback. Suggest that all issues are acknowledged to ASAP. Clr. Russell Deputy-Mayor Furey Mayor Brandon Philpott Clr. Chris Howell - Mentioned that the food drive will be occurring soon and that advertisements/dates will be forthcoming. Clr. Rex Bowers 19. Moved by DM Furey, seconded Clr Russell to adjourn 9:39. In Favor: Philpott, Furey, White, Russell, Peckham Bowers, Howell Brandon Philpott Mayor Charlene Caines Financial Officer/Town Clerk Town of Baie Verte Council Minutes Page 6 of 6